The Problem with Sharing Figma RFP Documents (and a Better Method)

Many teams use Figma to create visually compelling and detailed Request for Proposal (RFP) documents. Its powerful design and collaboration features allow you to build proposals that truly stand out. But a major challenge appears right after you finish the design: how do you share it effectively? The common method is to export the document as a PDF and attach it to an email. While simple, this approach is full of hidden frictions that undermine your hard work.

The Limitations of Exporting and Emailing

The problem isn't Figma; it's the outdated process of sharing static files. Once you export your RFP, you enter a black box of uncertainty and inefficiency.

• No Viewership Analytics: Did the client open your RFP? Which sections did they focus on? Did they even receive it? Emailing a PDF gives you zero insight into their engagement.
• Painful Updates: You spotted a typo moments after hitting send. Now you have to export a new version, write another email explaining the change, and hope they open the correct file. This creates version control chaos.
• Poor Mobile Experience: A multi-page PDF designed for a desktop is often difficult to read on a smartphone. Clients may have to pinch and zoom constantly, leading to a frustrating experience and potentially causing them to abandon the document.
• Lack of Security and Control: Once the file is sent, you have no control over where it goes. It can be downloaded, forwarded, and distributed without your knowledge.

The Solution: Link-Based Document Sharing

There is a more modern and effective way to deliver your proposals: sharing them as a secure web link instead of a file. The document is hosted online, and you simply send the recipient a URL. This single change transforms the entire experience. The link always points to the latest version, so updates are seamless. The document is viewed in a browser-based reader optimized for any device, and most importantly, you can track every interaction. This is a much better way to share your important documents.

How Featpaper Solves the Sharing Problem

Featpaper is a service built on this principle of link-based document sharing. It’s not a tool for creating RFPs but a service that perfects how you deliver them after you’re done designing in Figma. Instead of exporting a PDF, you upload your final document to Featpaper and get a unique link. When you share this link, you solve all the problems of the old method:

• Get Actionable Insights: See who opened your RFP, when they opened it, which pages they read, and for how long.
• Update with Ease: If you need to make a change, just replace the document in Featpaper. The link stays the same, ensuring your client always sees the most current version.
• Ensure Perfect Viewing: The Featpaper viewer is optimized for both desktop and mobile, guaranteeing a professional and readable experience for your clients.

Keep your Figma workflow and just change the sharing method. See how to deliver your RFP documents more effectively with Featpaper.

A Realistic Usage Scenario

Imagine your sales team has just finalized a critical RFP in Figma. Here's how the workflow changes with Featpaper: The Old Way (File Sharing):

1. Export the 50-page RFP as a 30MB PDF.
2. Attach it to an email and send it to the client.
3. Wait and wonder if they've opened it.
4. The client, on their phone, struggles to download and read the large file.
5. You find a mistake on page 25. You have to re-export, re-attach, and send a confusing "V2_final_FINAL" version.

The New Way (Featpaper Link Sharing):

1. Export the final RFP from Figma as a PDF.
2. Upload it to Featpaper and generate a secure link.
3. Send the short, clean link to the client in an email.
4. You immediately get a notification when the client opens the link.
5. You check the analytics and see they spent 10 minutes on the pricing and timeline pages.
6. You spot a mistake. You quickly upload the corrected version to Featpaper. The link automatically updates. The client will see the new version the next time they click, without you needing to do anything.

This process gives you more control, better insights, and provides a more professional experience for your potential customer. > Share Your Figma RFP as a Link, Not a File <